Accounts Payable/Purchasing Specialist

SUMMARY:   The Accounts Payable/Purchasing Specialist will play a key role in managing the accounts payable function and purchasing processes within the Division of Management Services. They will be responsible for processing invoices, managing purchase orders, maintaining vendor records, and ensuring accurate financial records. They will need to have excellent communication and organizational skills and should be a proactive problem solver.

ESSENTIAL DUTIES AND RESPONSIBILITIES. (Illustrative, not inclusive)

• Responsible for preparing, processing and maintenance of invoices, direct vouchers and travel ensuring accuracy and compliance with company policies.
• Matches invoices to purchase orders and receiving documents.
• Researches, identifies, verifies, and calculates statistical information for accounting/financial records and reports;
• Reconcile accounts payable transactions and resolve discrepancies in a timely manner.
• Process employee expense reimbursements and credit card transactions.
• Assist with month-end closing, accruals, and financial reporting.
• Participates in construction of forms and correspondence used by the Accounts Payable and Purchasing.
• Schedules work assignments and effective flow of work for aligned to Accounts Payable and Purchasing.
• Oversees the daily verification, posting, and timely payment of invoices.
• Completes the purchasing process including creating purchase orders, obtaining approvals and coordinating with vendors.
• Ensures timely procurement of materials, goods, and services needed.
• Track purchase orders and ensure inventory request of applicable items.
• Monitors source documents/computer generated reports for accounts payable activities and verifies accuracy and completeness of all processing actions;
• Researches, identifies, and resolves discrepancies and/or inconsistencies of source documentation;
• Communicates with other schools/departments and vendors regarding policies and regulations and accounts payable practices and procedures in completing accounts payable transactions;
• Assist with audits and internal controls procedures.
• Ability to create, organize, and maintain digital files.
• Demonstrates advanced knowledge and skills using excel.
• Complete other duties as part of cross training in other business office functions and serve as a back up to payroll.
• Conforms to safety standards as prescribed.
• Performs other tasks related to the position as assigned.
• Driving is required. The employee must be able to maintain a vehicle and appropriate licenses to drive and drive to schools and other locations without prior notice.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of Generally Accepted Accounting Principles, as they relate to accounts payable and purchasing.;
• Knowledge of IU policies, regulations, procedures, and practices related to accounts payable and purchasing.;
• Knowledge of data processing activities related to accounts payable and purchasing
• Ability to learn computer software applications and mainframe computer data entry procedures.
• Ability to perform mathematical computations and statistical data, including the ability to use a 10-key adding machine/calculator by touch.
• Ability to concentrate on detailed information and maintain accuracy.
• Ability to research and analyze statistical data.
• Ability to communicate clearly orally and in writing.
• Ability to plan, organize, and prioritize work assignments to meet deadlines.
• Ability to keep information confidential and maintain ethical attitude.
• Ability to exercise judgment as to when to act independently and when to refer situations to a manager or administrator.
• Ability to work cooperatively with district staff, vendors, and the public.
• Ability to recognize hazards and apply safe work methods.

QUALIFICATIONS:

            TRAINING AND EXPERIENCE:

• Associate’s degree in finance, accounting, or business with course work in accounting, or
• High school graduation or equivalent (i.e. college, technical, or trade school transcripts, foreign equivalency, etc.); and five (5) years account payable experience; or
• Four (4) years accounts payable experience and fifteen (15) college credit hours in accounting.

LICENSES AND CERTIFICATIONS:

      None.

DOCUMENTS REQUIRED AT TIME OF APPLICATION:

• High school graduation or other equivalent (i.e. GED. College, technical, or trade school transcript, foreign equivalency, etc.)
• Specific documented evidence of training and experience to satisfy qualifications.

OTHER REQUIREMENTS:

• Background check(s) required
• Screening for Tuberculosis (TB) required